Title
City E-mail and Service Desk Briefing
Recommended Action
Information only. No action requested.
Report
Issue:
Whether to receive information on how to access City E-mail and Service Desk Availability for Commissioners.
Staff Contact:
Jeremy Adams, Service Desk Administrator, 360.753.8774
Presenter(s):
Jeremy Adams, Service Desk Administrator
Background and Analysis:
Why is it required that commissioners use their official City of Olympia e-mail addresses?
Using City e-mail address also serves the critical purpose of complying with Washington state's public records law. RCW 42.56.010(3) defines a public record as "any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics." This includes any and all e-mails you send or receive in your capacity as a Commissioner. This is a critical piece of the City's commitment to transparency, and use of personal e-mail addresses to conduct City business is a violation of the law that can result in a loss of trust for the City and lawsuits from members of the public entitled to request public records.
Additionally, by using official City e-mail addresses, the City can better protect elected officials, committee and commission members, and City staff from security threats. City e-mail system are designed with advanced security measures that protect against phishing, malware, and other threats. As those threats become more sophisticated, it is important that e-mail communication be done with official City e-mail addresses and not with personal e-mail addresses.
How to Use City E-mail
The City of Olympia maintains a subscription to Microsoft for all elected official, members of Council-appointed committees and commissions, and City staff. These Microsoft tools allow the City to communicate and coordinate efficiently and effe...
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